Job Application - Jewish Family Service Agency

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Facilities Coordinator

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Title: Facilities Coordinator

Department: MG&A

Reports To: Office Manager / Executive Assistant

Position Summary

Under the direction of the Office Manager/Executive Assistant, the Facilities Coordinator ensures the efficient day-to-day operation of JFSA’s facilities while maintaining compliance with all local, state, and federal regulations. This role is responsible for overseeing building operations, maintenance, safety, and vendor coordination to support a safe, functional, and well-maintained environment for staff and clients.

Essential Duties and Responsibilities

• Oversee and manage daily facility operations and building systems
• Ensure proper functioning of essential services, including water, electricity, HVAC, and other utilities
• Coordinate and monitor routine building and grounds maintenance
• Ensure facilities are consistently clean, safe, and well-maintained
• Maintain compliance with all applicable building codes and OSHA regulations
• Ensure all fire and life safety systems are inspected, maintained, and fully operational
• Maintain facility calendar with scheduled maintenance, inspections, and vendor services
• Maintain an up-to-date vendor list and serve as primary point of contact for all facility-related vendors
• Monitor and respond to facility requests through the facilities inbox
• Track and maintain inventory of janitorial supplies and office essentials
• Perform basic repairs and determine when external contractors are required
• Conduct daily walkthroughs to verify temperature settings, equipment readiness, and overall facility condition
• Ensure printers and office equipment are operational and stocked with necessary supplies
• Obtain and review service contracts and quotes prior to leadership approval
• Oversee vendors and contractors onsite to ensure work is completed satisfactorily
• Process purchase orders and manage invoices related to facility services
• Coordinate office moves, furniture relocation, and vendor services such as movers
• Maintain and track inventory of organizational assets (e.g., laptops, phones, monitors) in accordance with grant requirements
• Label and track all organizational equipment
• Troubleshoot office equipment including copiers, postage machines, and related devices
• Set up and support staff with office equipment and mail systems
• Assist Human Resources with onboarding by preparing and setting up equipment for new hires
• Assemble furniture and install items such as whiteboards and bulletin boards as needed
• Provide pre- and post-event support, including setup, breakdown, and equipment storage
• Prepare and submit monthly facility status reports and updates to leadership
• Manage organizational vehicles, ensuring maintenance, registration, insurance, and fueling are current
• Perform other duties as assigned

Skills and Abilities

• Strong written and verbal communication skills
• Effective problem-solving and troubleshooting abilities
• Ability to manage multiple priorities in a fast-paced, evolving environment
• Dependable, flexible, and responsive to changing needs
• Sound judgment with the ability to collaborate and escalate issues appropriately
• Positive, team-oriented mindset with a strong sense of ownership and initiative
• Ability to learn and use various technologies and software applications
• Commitment to serving diverse populations with respect, compassion, and professionalism
• Ability to work independently and collaboratively

Qualifications

• High School Diploma or equivalent required
• Minimum of 2 years’ experience in facility operations and vendor management
• Experience working in a commercial building environment preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Valid Nevada Driver’s License and reliable transportation
• Ability to lift up to 50 lbs
• Ability to safely use basic hand tools